Details Disclose Running Costs

There are three check boxes in the system that enable you to control which records external users can see in the Contracts / Maintenance tab:

• Contract Types / Details "Disclose Running Costs"

• Posting Classes / Details "Disclose Transactions"

• Suppliers / Account "Disclose Transactions"

Recommended Settings

Unless you have a specific need to hide transactions, we recommend leaving the "Disclose Transactions" fields checked for all Posting Classes and Suppliers.

For most situations, checking or un-checking "Disclose Running Costs" will provide the right level of disclosure.

Operating Leases

Disclose Running Costs checked (ON):

• Posting Classes / Details - Transactions for this Posting Class will be shown without costs or attachments. Recharges will be shown with costs and attachments. Fuel transactions will be shown with costs. Disclose Transactions checked.

• Suppliers / Account - Transactions for this Supplier will be shown without costs or attachments. Recharges will be shown with costs and attachments. Fuel transactions will be shown with costs. Disclose Transactions checked.

Disclose Running Costs unchecked (OFF):

• Posting Classes / Details - Transactions for this Posting Class will be hidden unless it is for fuel or it's a recharge. Attachments will be hidden unless the transaction is a recharge. Only use this if you want to completely hide transactions for this Posting Class. Disclose Transactions unchecked.

• Suppliers / Account - Transactions for this Supplier will be hidden unless it is for fuel or it's a recharge. Attachments will be hidden unless the transaction is a recharge. Only use this if you want to completely hide this Supplier's transactions. Disclose Transactions unchecked.

Novated Leases

Reports

The rules shown below also apply to the Maintenance Reports that external users can run:

• Contracts / Maintenance 'Fuel Performance'

• Contracts / Maintenance 'Maintenance'

• Fleet / Administration / Reports - Maintenance Report

• Fleet / Administration / Reports - Maintenance No fuel Report

Disclosure rules flow chart

This section describes how the Contracts / Maintenance tab would look for external users based on "Disclose Running Costs" settings.

If the check box is OFF, all transactions are displayed, but only costs for Fuel and Recharge transactions are visible to the user. Attachments are also hidden unless the particular transaction row has a Recharge flag set to 'Y', in which case the attachment will be visible and can be opened.

If the check box is ON, all costs are displayed and any linked attachments are also visible and can be opened.

Billing

The billing screen defines which types of billing are allowable for this contract. Recharge billing is assumed to be allowed for any contract. This screen defines billing types such as Fleet Management Fees, Initial Rentals and Regular Rentals.

For Regular Rentals, the Credit GL account is typically a clearing account.

As each rental is raised, a corresponding GL journal is raised to disperse the amounts across each budget (as defined in the Accruals Screen).

Your Account Manager will set these up for you when helping with your system implementation. Only the two entries below are required.

Recommended Entries

Only the classes shown are required in this tab. System processes have been designed to use these codes.

Debits and Credits

The records here are used when creating the Sales Ledger (SL) accounting export file.

• Debit - Debtors Control

• Credit - Clearing account (offset by the (Jnl) accounting export file that references the Contract Types / Accruals tab).

Field Descriptions

• Class (Code) - Code of class describing type if billing allowable

• Description (Text) - Long description of type of billing allowable

• Debit (Text(8)) - Debit general ledger code. Typically this is the financial systems Debtor Control Account and is used as the debit portion of invoices created during the billing processes

• Credit (Text(8)) - Credit general ledger code. This applies to each class. Typically this will be a clearing or suspense account. The accrual journal entry also generated by the billing process will typically clear the suspense account to zero.

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt.

• P (Text(1)) - Posting detail flag. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised.

Budgets Financed

This feature allows you to capitalise Budgets (running costs) into the "Amount Financed". When the check box is selected, all amounts other than the Finance budget amount are capitalised.

The field "Budgets Financed" in the Broker section of Quotes/Finance stores this extra value.

The field Budgets Financed is left unselected as a default.

Example

Quotes/Finance - the value of "Budgets Financed" is $8,165.88

Quotes/Lease:

Additional Information

In Quotes/Finance, the total amount of running costs capitalised is added to "Budgets Financed" in the Broker column. All amounts in the Broker column are added together into the Total Brokerage amount (in the Financier column).

In Quotes/Lease, the Budget Profile amounts remain visible to assist constructing the budgets, however a 'Budgets Financed' contra entry will reverse these amounts from the 'Totals' amount under Budget columns (left side of Quotes/Lease screen).

In the Contracts/Finance screen a Budgets Financed field has been added (second column near Total Brokerage). This amount is populated or updated when a Quote is Accepted, or Settled (respectively).

Client Set up

• Go to Fleet, Controls, Accounts, Posting Classes and add new Posting Class 'BF' (all check boxes should be unselected).

• Go to Fleet, Controls, Accounts, Contract Types and select Details tab and select the Budgets Financed check box.

• Select the Accruals tab and add Class 'BF'.

• If you have settlement forms, you will need to bring the Budgets Financed information into those calculations.

• You may also want to set-up scheduled exception reports for your processes.

Contact Catch-e: support@catch-e.com.au or phone us on +61 03 9017 3520 if you would like help to set this feature up.

Booking

This screen contains default class values used by the Bookings module for generating Billing transactions in the screen Bookings / Invoice.

The posting maps below need to be set-up for the default Contract Type "BOOK" and also for Contract Types of any vehicles that may be selected for Replacement or Order in the Bookings module:

Recommended Booking Entries

Note that the DR/CR Default refers to creating Credit note or reversal type entries where a CR is selected rather than a strict accounting debit or credit entry.

See also Bookings Setup - Contract Types.

Expenses-Approvals

Entries here control which classes can be selected when approvals and claims are raised.

When a class is selected in an approval or claim these entries are checked and provide the rules for:

• Recharges - stores the default setting for the approval recharge field

• Accounting treatment - stores the GL Codes required for expense and recharge transactions

• GST - stores the default setting for GST

• Export Summary - stores the preference for summarising transactions when exporting to your accounting system

Portal Claims

Classes recorded here that are also in the REIMBURSE interface are available to drivers and employees to select in the Driver Portal.

Debits and Credits

The records here are used when creating the Purchase Ledger (PL) accounting export file.

• Debit - B/S Accrual accounts

• Credit - Creditors Control

• Debit(R) - Debtors Control

• Credit(R) - B/S Accrual accounts

Field Descriptions

• Class (Code) - Code of class describing type of expense allowable for approvals

• Description (Text) - Long description of type of expense allowable

• Debit (Text(8)) - Debit general ledger code. This applies to each class. Typically this will be an expense, accrual or suspense account.

• Credit (Text(8)) - Credit general ledger code. Typically this is the financial systems Creditor Control Account.

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt. This flag is used to generate a default GST amount for each Approvals / Approval "GST" field and is used when validating each row's "GST" amount if the field is changed by the user.

• P (Text(1)) - Posting Grouping Code. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised, 'B' represents batched.

• R (Text(1)) - Recharge (Y/N). Set the default value for the Approvals / Approval "R" field for each available class. This is applied when approval rows are created and may be edited by the user if their role permits it. Choose 'Y' if the transaction is to be recharged to the client. The system will generate a recharge income transaction when a Recharge Billing is created for the client.

• Debit (R) (Text(8)) - Debit general ledger code used for recharge billing. Typically this will be the Debtor Control Account.

• Credit (R) (Text(8)) - Credit general ledger code applied to recharge billing. Typically this is the same account as the Debit account used to record the transaction cost to allow recharges to have a zero effect on the accounts.

Suggested Entries

Payment records should be set-up using only the recommended class entries, as the processes have been designed to use these in particular.

Expenses-Other

The Expenses-Other screen operates in a similar way to the Expense-Approvals screen but applies to transactions generated by processes other than Approvals. For example fuel interfaces and batch entry of registration/CTP transactions will use this screen to apply appropriate business rules.

By using the class code entered in the transaction the system looks up this screen to determine whether to:

• Determine which GL code to use by default

• Determine whether GST applies by default to the transaction

• Whether to summarise the transaction when exporting to the external accounting system

• Whether to recharge the transaction

Debits and Credits

The records here are used when creating the Purchase Ledger (PL) accounting export file.

• Debit - B/S Accrual accounts

• Credit - Creditors Control

• Debit(R) - Debtors Control

• Credit(R) - B/S Accrual accounts

Field Descriptions

• Class (Code) - Code of class describing type of expense allowable for approvals

• Description (Text) - Long description of type of expense allowable

• Debit (Text(8)) - Debit general ledger code. This applies to each class. Typically this will be an expense, accrual or suspense account.

• Credit (Text(8)) - Credit general ledger code. Typically this is the financial systems Creditor Control Account.

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt.

• P (Text(1)) - Posting Grouping Code. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised, 'B' represents batched.

• R (Y/N) - Set the default you want for this class when transactions are being created. Set to 'Y' to recharge your client. Set to 'N' to accrue as a budget. These are applied to Reg or CTP Renewals / Items, Card Transactions and the Card / Card Details "Recharge?" field default.

• Debit (R) (Text(8)) - Debit general ledger code used for recharge billing. Typically this will be the Debtor Control Account.

• Credit (R) (Text(8)) - Credit general ledger code applied to recharge billing. Typically this is the same account as the Debit account used to record the transaction cost to allow recharges to have a zero effect on the accounts.

Fees

Main Page - FLEET - FLEET CONTROLS - Accounts - Contract Types - Fees

These fees define additional costs which may be charged on any periodic invoice, for example sourcing fees, delivery fees, establishment fees, full tank of fuel etc. These fees are controlled by classes and are included as budgets for the relevant period (usually period 1) of billing as defined on the Contract Lease screen.

The default amounts used are obtained from the clients/defaults screen.

The table below describes the fields used:

Fees Screen Fields

• Class (Code) - Code of class describing type of fee allowable for initial rentals

• Description (Text) - Long description of type of fee allowable

• Debit (Text(8)) - Debit general ledger code. Typically this is the financial systems Debtor Control Account and is used as the debit portion of invoices created during the billing processes

• Credit (Text(8)) - Credit general ledger code. This applies to each class. Typically this will be an income account.

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt.

• P (Text(1)) - Posting detail flag. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised.